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Outlook works!

Mostly!. Outlook works!. What is in my mailbox?. Inbox. Sent. Journal. Deleted. Calendar. Drafts. Tasks. 40 Megabytes. Computer Stuff. Roughly 1 byte = one character (a,B,f,@,2,*) One Megabyte (Mb) = 1,000,000 characters One Gigabyte ( Gb ) = 1,000 Million characters

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Outlook works!

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  1. Mostly! Outlook works!

  2. What is in my mailbox? Inbox Sent Journal Deleted Calendar Drafts Tasks 40 Megabytes

  3. Computer Stuff • Roughly 1 byte = one character (a,B,f,@,2,*) • One Megabyte (Mb) = 1,000,000 characters • One Gigabyte (Gb) = 1,000 Million characters • One Terabyte (Tb) = 1 Million million characters • Hard disc space on modern laptop 300 Gb+ • Big hard disc space 1-3 Tb

  4. Why such a small mailbox? Ultimo Server Mailbox Your PC 4 Gbytes no problem All SI staff 300 Gbyte without backup Big space would need about 30 Terabytes without backup and growing Mailbox Personal Folders Mailbox Mailbox Mailbox Mailbox Mailbox Mailbox

  5. Move to Personal Folders! • Sent items • Deletes • Inbox items for reference • Arrange folders to suit your way of working • Date order (when it came in) • Project order (all relevant to a job) • Action type (enrolments, budget, recruit..) • Information type (audits, computers,...)

  6. Automate it! • Rules automate actions • Most rules are ‘local’ • Can be complex • Can forward if on leave • Select to one subject/sender • Show an on screen alert

  7. Now it’s tidy but where is it? • Use Outlook field groupings • Use the Outlook search function

  8. When can we meet? • Keep the calendar open all the time • Set up your appointment • Invite everyone by looking at their availability • Drag in the relevant emails to the meeting

  9. What else? • Unread messages view • Out of office assistant with rules • Throw things to One Note • Use tasks to track activities • Use colours to highlight • Use reminders and flags

  10. Outlook can work for you!

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